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Writing a mail

  • Open a new letter

    Letters or emails can be called up from the context of an event, an address or another data record. In this case, some details such as the recipient may already be pre-assigned. However, a letter can also be created without a context and later linked to other data records.

    1. Go to the Briefe  Communications tab on the function bar.
    2. Click on the small arrow expand next to Briefe letters / emails, and select neu  new creation and your company, if applicable.
    3. In another record, go to neu  New  >  Briefe Letter / email in the horizontal toolbar of the record (event, date, account, etc.).
    4. The textformat text tab of the letter opens.
    5. The dispatch type Brief Letter is preset by default in the horizontal toolbar. If the letter is opened from an address or contact person for whom email is specified as the preferred communication medium, an email is opened directly.
  • Use a letter template

    Many letters have the same structure or even the same wording. For these cases, it is recommended to use letter templates, which users with administrative rights can create on the tab Vorlagen Templates > Briefvorlagen Text templates . Changes to a letter based on a template only affect that one letter. The template remains unchanged.

    1. By default, the selection of a template is offered directly with every new letter creation. Any user can hide this option by clicking on Ausgeblendente Meldungen Do not show again right in the horizontal toolbar of the template window.
    2. To reset the option, go to the tab  icon optionen Options > Ausgeblendente Meldungen Hidden messages >  Letters / emails: create new > delete Restore default.
    3. To use only the standard signature of your business or company without text volume, select arrowRightSignature onlyin the toolbar on the left.
    4. Briefe BriefvorlagenAlternatively, open the list of templates directly via Letters / emails > New with template.
    5. Auch nachträglich können Sie eine Textvorlage für einen bereits geöffneten Brief aufrufen. Öffnen Sie mit Doppelklick auf Briefvorlagen Textvorlage auswählen links in der Werkzeugleiste des Textreiters oder über die Hilfetaste F4 ein Eingabefenster für das Vorlagenkürzel.
    6. Enter the abbreviation and confirm with OK.
    7. If you do not know the abbreviation of the template, select Briefvorlagen Select text templateexpand > Liste Select from list. A list of all existing text templates opens.
    8. Select the desired template by double-clicking or with ok Apply.
    9. Für Briefe, die im Kontext einer Veranstaltung oder eines anderen Datensatzes geöffnet werden, werden automatisch passende Vorlagen vorgeschlagen.
    10. save Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Enter a recipient account

    Existing addresses or contact persons can be selected as recipients. If a name does not yet exist in the database, a new address can be created via the letter.

    1. Enter the name or the first letters of the name in the input field Adresse Recipient and press the Enter key, or click on the  icon.
      Note: Both ways lead to the "Search words" field and search numerous account fields such as name, city, street, etc. The more letters you enter, the more precise the search result. The more letters you enter, the more accurate the search result.
    2. This opens a list of all existing addresses in which one of the search fields begins with the letters entered. The search is phonetic, so it will also find names that are similar but spelt differently. 
      Bsp.: Die Suche nach „Kro“ findet Krone, Grogau, Krombach. 
    3. To find accounts that do not begin with the entered letter sequence, enter *Name .
      Example: The search for "*meyer" finds Grossmeier, Kleinmaier and Mittelmayer.
    4. Select the desired account from the list offered by double-clicking on it, or mark it and click on ok Apply.
    5. After you have selected the account, select a contact person from the drop-down menu below the company name, if necessary.
    6. To create a new account, enter the name and press Enter.
      1. If there is no similar name in the database, select Create new account on request (Creating a new account).
      2. If a list of similar names is offered for selection, do not select any of them, but go to neu New in the horizontal toolbar and create the new account.
    7. If a letter is opened from another data set (event, etc.), suitable accounts are offered for selection depending on the context. However, these can still be changed in the letter itself.
  • Specify a data processing purpose

    In order to be DSGVO-compliant, you must state the purpose of the processing of the personal data (account data) in all correspondence.

    1. In many letter templates, the processing purpose is already pre-assigned but can be changed. Accounts can also have a default processing purpose.
    2. To specify a new or different processing purpose, select it from the drop-down list in the horizontal toolbar of the letter. Users with administrative rights create the possible processing purposes at Administration Administration > AV Vertrag Processing purposes .
  • Enter a subject

    Der Betreff entspricht dem Namen des Briefes, unter dem er in Listen und in der Suchanfragen gefunden wird. Außerdem wird er je nach verwendeter Briefvorlage ggf. im Brief selbst aufgeführt.

    1. If you create a letter from another record or if you use a template, the subject is often already pre-assigned.
    2. Write a freely selected subject in the input field or select an entry from the expandable selection list via expand . You can add new, frequently used subject texts via Change list .
    3. save Save the new letter under the recipient address.
  • Enter the body text

    The input area for the letter itself is located at the bottom of the window. If you are not using a template, enter your text here. Maximise the view by clicking on Uebersicht Enlarge input field at the top right of the text tab to hide the address or by clicking on Expand Top at the top left of the toolbar to collapse the entire toolbar with the formatting options.

    1. Go to the Briefe Text tab.
    2. Geben Sie Ihren Brieftext ein, kopieren Sie Text aus anderen Dokumenten oder ändern Sie die Vorlage ab.
    3. Format the text if necessary. In the horizontal toolbar, you will find the usual tools for formatting text and inserting style sheets, bookmarks, references, etc.
    4. save Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Check the spelling

    A spell check is possible for text fields and text documents (letters, data sheets). You can set which dictionary is used as the basis for the check at Administration Aministration > Administration Settings > betrieb Company > Configurations Settings > Languages > Dictionary .

    1. An automatic spell check is activated by default for all text fields, but can be deactivated via the tab in the function bar icon optionen Options > icon optionen Settings . If the cursor is positioned in a text field, all words that are not in the dictionary are marked with a red dotted line during automatic checking. A manual spell check is also possible if the automatic check has been deactivated.
    2. To do this, open the text document (letter, email) you want to check and place the cursor in the document or text field by left-clicking.
      Note: Spell checking is not possible in the preview or in the HTML view.
    3. Press F7 or click on Rechtschreibung Pruefen Spell check.
    4. Alternatively, right-click on the desired word and select Rechtschreibung Pruefen Spelling.
    5. The words that are not in the linked dictionary are displayed one after the other in the dialogue window.
      1. If the word is correct, click on Learnto add the word to the dictionary.
      2. If the word is wrong, double-click to select one of the suggested corrections or enter your own and click Change or Always replace.
    6. Speichern Save your input by clicking on the icon in the top left-hand corner of the input window
  • Insert database references

    All data in your Bp event database can be inserted into letter texts. Which specific references are available depends on which other data records (address, event) the letter is already linked to.

    1. To insert already existing data from the database into the text, select in the horizontal toolbar of the text window Datenbankfeld Insert database reference. A list of all available tables opens.
    2. Select the desired table. Depending on the selection, you will get a list of fixed and calculated fields or all available database references.
    3.  kontext Fields, the are permanently programmed or automatically calculated, insert individually by left-clicking. Multiple selection is not possible.
    4. Select other fields from the picklist by left-clicking (hold down the Ctrl key for multi-select) and click on  ok Apply  to copy the fields you want.
    5. save Save your input by clicking on the icon in the top left-hand corner of the input window.

    If the database entries referred to in the letter are changed, this will also affect the letter. Decide consciously if and when you want to include changes in your letters.

    1. Um Bezüge beim Öffnen des Briefes zu aktualisieren, aktivieren Sie recht oben unter dem Betreff Bezüge immer aktuell.
      Example: A letter is prepared but not yet sent. In the meantime, a telephone number is changed in the master data. When the letter is opened again for printing, the new number appears.
    2. Um Bezüge zu lösen und den einmal eingefügten Wert zu behalten, entfernen Sie mit Linksklick das Häkchen aus dem Feld Bezüge immer aktuell. Lösen Sie unbedingt vor Senden des Briefes die Bezüge, um eine nachträgliche Verfälschung der Dokumente zu vermeiden.
      Example: A letter with an offer is sent. The prices offered should still appear even if the master data prices have been changed in the meantime.
    3. save Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Insert Branded Prints* lists

    Um AngebotsgeneratorlistenM einzufügen, muss die E-Mail über eine Veranstaltung angelegt werden. Im Reiter Briefe Text der E-Mail erscheint dann eine zusätzliche Zeile, in der Sie mit dem Module AngebotsgeneratorM Listen zu dieser Veranstaltung und gewählten VorgängenM auswählen können.

    1. Open the desired VA event.
    2. In the horizontal toolbar, click Neu Aus Create new linked record > Briefe Letter / email and a matching vorlage brief Letter template.
    3. Left-click the cursor at the desired position in the text.
    4. On the right in the top line of the toolbar of the tab Briefe Text select the event via the drop-down list.
    5. Open with a left click on Angebotgen Liste Branded Prints lists a list of the available tables and lists available for this purpose.
    6. Also to the right, select the desired process and, if applicable, linked lists.
    7. The lists are inserted into the e-mail at the point where the cursor is positioned.
    M
  • Highlight text graphically

    To visually highlight text that is not already specially formatted in the template, there are several options in the toolbar.

    1. Mark the desired text with a left click and a pressed mouse button and select in the toolbar:
      1. Textmarker gelb Assign background colour: highlights the text with a yellow, green, red or blue background, free colour selection is possible.
      2. Farbe Font colour, background colour and text effects: offers further options for text formatting such as font colour and font style
    2. Transfer an existing format from one word or paragraph to another:
      1. Highlight the word or paragraph that are already formatted.
      2. Click copyFormat expand > Kopie Copy formats.
      3. Then select the text to which the format is to be applied and choose  copyFormat expand > zwischenablage Insert formats. Text, paragraph or tab formats can be used.
    3. save Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Insert images

    Images from various sources can also be inserted into the letter.

    1. Via Bildexpand image in the toolbar of the text window, insert images Bild in Verlauf in the text history or Bild auf Seite on page .
      1. Select into the text gradientto insert the image appropriately into the text.
      2. Select to the pageto move the image to any position.
    2. Search for the desired image.
      1. For externally stored images, select Insert image > import festplatte Load from hard disk. The window of your explorer opens. Select an image by double-clicking on it.
      2. For pictures from the clipboard, select Insert Picture >  zwischenablage Load from Clipboard. The option is only offered if an image is actually stored in the clipboard. Alternatively, use the hotkey Ctrl+V.
      3. For images stored under a different record, select Insert image and the storage location of the image.
      4. For images from a connected camera, select Insert Image > scanner Integrated Camera.
    3. Change the size and resolution of the inserted images for printing or filing via Bildexpand >  Bildoptimierer Optimise images for printing. You will find further formatting options in the same place or in the context menu (right-click on the desired image).
    4. save Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Exchange images

    Images that are saved at Vorlagen Templates > Album Album can be replaced in the word processing document via the context menu (right-click). It does not matter whether the images were inserted on the page or in the text flow.

    1. Select the desired image in the letter and right-click.
    2. Select Album Album image > Akquise Replace. A list of all other album pictures that have either the same category 1 or 2 opens.
    3. Select the new image with a left click. The format of the new image is automatically adjusted.
    4. save Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Insert a table of contents

    In long text documents such as quotations, you can insert a table of contents if you wish by first marking all the headings and then creating a list with page numbers. 

    1. Select the desired text in the document and assign one of five  directory levels inhaltsverzeichnis to the text by right-clicking (context menu) on the lowest item   Add table of contents entry . Alternatively, assign the level via the horizontal toolbar inhaltsverzeichnis Table of contents > neu  Table of contents entry > neu Level .
      Bsp.: Dienstag, 1. März, Mittwoch, 2. März, Donnerstag, 3. März -> Stufe 1; Zeitlicher Ablauf, Räume, Kostenschätzung -> Stufe 2 
    2. All inhaltsverzeichnis eintrag Table of contents entries are displayed at inhaltsverzeichnis Table of contents expand and can be edited there directly:
      1. suche Display in the documentt: The cursor jumps to the directory entry that is highlighted in blue.
      2. edit Change text: The text is changed both in the document and in the table of contents.
      3. inhaltsverzeichnis level Change level: The entry is assigned a different level in the directory, which is visible after refreshing.
      4. delete Entfernen: Der Eintrag wird aus dem Inhaltsverzeichnis entfernt.
    3. Once all the text is highlighted, place the cursor where you want to insert the table of contents in the document and click inhaltsverzeichnis table of contents > table of contents insert.
    4. To adjust the table of contents after changes click inhaltsverzeichnis table of contents > inhaltsverzeichnis table of contents update or seitennummer update page numbers.
    5. Die Formatierung des Inhaltsverzeichnisses sollte in der verwendeten Vorlage definiert sein. Möglichkeiten für individuelle Einstellungen finden Sie unter  inhaltsverzeichnis Inhaltsverzeichnis > Einrichtung Einstellungen.
    6. save Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Select the output settings

    Depending on the recipient or purpose of the letter, the use of different letterheads, paper types or printers may be appropriate.

    1. Click on the triangle next to the druckerexpand printer to open a list of  Ausgabevorlagen output settings. Each output setting applies to different watermarks, letterheads and printers. 
    2. Via the tab pdf PDF preview of the input window you can see a preview not only of the letter text but also of the selected letter paper.
      Hinweis: Drucken Sie Briefe NICHT aus der PDF-Vorschau, weil sie dann in der Datenbank nicht als "gedruckt" bzw. "gesendet" erkannt werden. Der Status  "Entwurf" bleibt erhalten und der Brief hat kein Ausgangsdatum.
    3. save Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Print the letter

    Print the letter using the desired printer. To do this, go to print Print at the top of the letter toolbar. 

    1. Select drucker Print or pdf PDF.
    2. The horizontal toolbar updates the status of the letter, the outgoing date and time.
  • Save the letter externally

    Save the letter in the desired format externally on a hard drive or data carrier. If necessary, go back to the tab Briefe Text.

    1. Click on export festplatte Save document to hard drive on the left in the horizontal toolbar. The print dialogue opens.
    2. Select  the desired format. Your Explorer window opens.
    3. Select the desired storage location and confirm with Save.
    4. The horizontal toolbar updates the status of the letter, the outgoing date and time.
  • Write a letter from within another record

    Letters can be created directly from an existing Adresse address or VA event . The selected address or the organiser address is automatically suggested as the recipient. However, this suggestion can be overwritten and changed.

    Write a letter from a Adresse account

    1. In the top horizontal toolbar of the Account address go to Neu Ausexpand new creation > Briefe letter / e-mail and select the address or contact person.
    2. Select a blank Briefe letter/email or a vorlage brief letter template.
    3. As soon as you save the letter, it is stored at the recipient address.

    Write a letter from a VA event

    1. Gehen Sie in der horizontalen Werkzeugleiste der VA Veranstaltung auf Neu Ausexpand Neuanlage > Briefe Brief / E-Mail.
    2. Select a blank neuexpand new creation > Briefe letter / email or directly the Adresse organiser or Ansprechpartner contact person and a vorlage brief letter template.
    3. Alternatively, click on the address icon of the Adresse organiser and in the small window that opens, click directly on Briefe  letter / e-mail.
    4. Sobald Sie den Brief speichern, wird er bei der Veranstaltung und der Empfängeradresse abgelegt.